Data Practices Policy for Data Subjects
Metropolitan Library Service Agency
Adopted: May 18, 2017

Data about you

The Minnesota Government Data Practices Act (MGDPA), Minnesota Statutes, Chapter 13, says that data subjects have certain rights related to a government entity collecting, creating, and keeping government data about them. You are the subject of data when you can be identified from the data. Government data is a term that means all recorded information a government entity has, including paper, email, flash drives, CDs, DVDs, photographs, etc.
Classification of data about you
The MGDPA presumes that all government data are public unless a state or federal law says that the data are not public. Data about you are classified by state law as public, private, or confidential. See below for some examples.

Public data
The Metropolitan Library Service Agency (MELSA) must give public data to anyone who asks. It does not matter who is asking for the data or why the person wants the data. The following is an example of public data about you:
Your name

Private data
MELSA cannot give private data to the general public, but you can have access to private data when the data are about you. We can share your private data with you, with someone who has your permission, with our government entity staff who have a work assignment to see the data, and to others as permitted by law or court order. The following is an example of private data about you:
Your email address if you provide it to MELSA for notification or subscription services

Your rights under the Government Data Practices Act
MELSA must keep all government data in a way that makes it easy for you to access data about you. Also, we can collect and keep only those data about you that we need for administering and managing programs that are permitted by law. As a data subject, you have the following rights.
Access to your data
You have the right to look at (inspect), free of charge, public and private data that MELSA keeps about you. You also have the right to get copies of public and private data about you. The MGDPA allows us to charge for copies. You have the right to look at data, free of charge, before deciding to request copies.
Also, if you ask, MELSA will tell you whether we keep data about you and whether the data are public, private, or confidential.
As a parent, you have the right to look at and get copies of public and private data about your minor children (under the age of 18). As a legally appointed guardian, you have the right to look at and get copies of public and private data about an individual for whom you are appointed guardian.
Minors have the right to ask MELSA not to give data about them to their parent or guardian. If you are a minor, we will tell you that you have this right. We may ask you to put your request in writing and to include the reasons that we should deny your parents access to the data. We will make the final decision about your request based on your best interests. Minors do not have this right if the data in question are educational data maintained by an educational agency or institution.

When we collect data from you
When MELSA asks you to provide data about yourself that are not public, we must give you a notice. The notice is sometimes called a Tennessen warning. The notice controls what we do with the data that we collect from you. Usually, we can use and release the data only in the ways described in the notice.
We will ask for your written permission if we need to use or release private data about you in a different way, or if you ask us to release the data to another person. This permission is called informed consent.

Protecting your data
The MGDPA requires us to protect your data. MELSA has established appropriate safeguards to ensure that your data are safe.
In the unfortunate event that MELSA determines a security breach of MELSA systems or databases has occurred and an unauthorized person has gained access to your data held by MELSA, we will notify you as required by law.
When your data are inaccurate and/or incomplete
You have the right to challenge the accuracy and/or completeness of public and private data about you. You also have the right to appeal our decision. If you are a minor, your parent or guardian has the right to challenge data about you.

How to make a request for your data
You can look at data, or request copies of data that this government entity keeps about you, your minor children, or an individual for whom you have been appointed legal guardian. You may make your request for data by sending an email to MGDPA@melsa.orgcreate new email or by mail to the MELSA Data Practices Compliance Official (MDPCO) listed on page 4.
You must make your request in writing. You may make your request by mail or email, using the data request form on page 6.
If you choose not to use the data request form, your written request should include:
• You are making a request, under the Government Data Practices Act (Minnesota Statutes, Chapter 13), as a data subject, for data about you.
• Whether you would like to inspect the data, have copies of the data, or both.
• A clear description of the data you would like to inspect or have copied.
• Identifying information that proves you are the data subject, or data subject’s parent/guardian.
MELSA requires proof of your identity before we can respond to your request for data. If you are requesting data about your minor child, you must show proof that you are the minor’s parent. If you are a guardian, you must show legal documentation of your guardianship. Please see the Standards for Verifying Identity located on page 7.

How we respond to a data request
Once you make your request, we will work to process your request.
• If it is not clear what data you are requesting, we will ask you for clarification.
• If we do not have the data, we will notify you in writing within 10 business days.
• If we have the data, but the data are confidential or private data that are not about you, we will notify you within 10 business days and state which specific law says you cannot access the data.
• If we have the data, and the data are public or private data about you, we will respond to your request within 10 business days, by doing one of the following:
o Arrange a date, time, and place to inspect data, for free, if your request is to look at the data, or
o Provide you with copies of the data within 10 business days. You may choose to pick up your copies, or we will mail them to you. We will provide electronic copies by email upon request if we keep the data in electronic format.
Information about copy charges is on page 5. MELSA will provide you notice about any prepayment required to receive copies.
After we have provided you with access to data about you, we do not have to show you the data again for 6 months unless there is a dispute or we collect or create new data about you.
If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please let us know. We will give you an explanation if you ask.
The MGDPA does not require us to create or collect new data in response to a data request if we do not already have the data, or to provide data in a specific form or arrangement if we do not keep the data in that form or arrangement (for example, if the data you request are on paper only, we are not required to create electronic documents to respond to your request). If we agree to create data in response to your request, we will work with you on the details of your request, including cost and response time.
In addition, we are not required under the MGDPA to respond to questions that are not specific requests for data.

Data Practices Contacts

Responsible Authority
Sherry Wichitchu, Executive Director
Metropolitan Library Service Agency
1619 Dayton Avenue, Suite 314
Saint Paul, MN 55104-6276
651-300-2810/sherry@melsa.orgcreate new email

MELSA Data Practices Compliance Official
Gina Goettl, Office Manager
Metropolitan Library Service Agency
1619 Dayton Avenue, Suite 314
Saint Paul, MN 55104-6276
651-300-2815/gina@melsa.orgcreate new email

Copy Costs – Data Subjects
This government entity charges data subjects for copies of government data. These charges are authorized under Minnesota Statutes, section 13.04, subdivision 3.
You must pre-pay for copies before MELSA will give them to you.

For 100 or fewer paper copies – 25 cents per page
100 or fewer pages of black and white, letter or legal-size paper copies cost 25¢ for a one-sided copy, or 50¢ for a two-sided copy.

Actual cost of making the copies
In determining the actual cost of making copies, we factor in employee time, the cost of the materials onto which we are copying the data and mailing costs (if any).
If your request is for copies of data that we cannot reproduce ourselves, such as photographs, we will charge you the actual cost we must pay an outside vendor for the copies.
 
Data Request Form – Data Subjects
NOTE: To request data, subjects must provide proof of identity consistent with standards listed on Page 7.

Contact information
Data subject name:
Parent/Guardian name (if applicable):
Address:
Phone number/email address:

Staff verification
Request date:
Identification provided:

I am requesting access to data in the following way:
 Inspection
 Copies
 Both inspection and copies
We will respond to your request within 10 business days.

These are the data I am requesting:
Describe the data you are requesting as specifically as possible.

Standards for Verifying Identity
The following constitute proof of identity.
• An adult individual must provide a valid photo ID, such as
o a state driver’s license
o a military ID
o a passport
o a Minnesota ID
o a Minnesota tribal ID
• A minor individual must provide a valid photo ID, such as
o a state driver’s license
o a military ID
o a passport
o a Minnesota ID
o a Minnesota Tribal ID
o a Minnesota school ID
• The parent or guardian of a minor must provide a valid photo ID and either
o a certified copy of the minor’s birth certificate or
o a certified copy of documents that establish the parent or guardian’s relationship to the child, such as
 a court order relating to divorce, separation, custody, foster care
 a foster care contract
 an affidavit of parentage
• The legal guardian for an individual must provide a valid photo ID and a certified copy of appropriate documentation of formal or informal appointment as guardian, such as
o court order(s)
o valid power of attorney
Note: Individuals who do not exercise their data practices rights in person must provide either notarized or certified copies of the documents that are required or an affidavit of ID.

Data Practices Policy for Members of the Public
Metropolitan Library Service Agency
Adopted: May 18, 2017

Right to access public data
The Minnesota Government Data Practices Act (MGDPA), Minnesota Statutes, Chapter 13, presumes that all government data are public unless a state or federal law says the data are not public. Government data is a term that means all recorded information a government entity has, including paper, email, flash drives, CDs, DVDs, photographs, etc.
The MGDPA also provides that the Metropolitan Library Service Agency (MELSA) must keep all government data in a way that makes it easy for you, as a member of the public, to access public data. You have the right to look at (inspect), free of charge, all public data that we keep. You also have the right to get copies of public data. The Government Data Practices Act allows us to charge for copies. You have the right to look at data, free of charge, before deciding to request copies.
How to make a data request
To look at data or request copies of data that MELSA keeps, MELSA requires that you make a written request. You may make your request for data by sending an email to MGDPA@melsa.orgcreate new email or by mail to the MELSA Data Practices Compliance Official (MDPCO) listed on page 3. You may also make your request for data by using the data request form on page 5. If you choose not to use the data request form, your written request should include:
• that you, as a member of the public, are making a request for data under the Minnesota
Government Data Practices Act, Minnesota Statutes, Chapter 13;
• whether you would like to look at the data, get copies of the data, or both; and
• a clear description of the data you would like to inspect or have copied. Please be as specific as possible — including subject matter, dates, etc.

MELSA cannot require you, as a member of the public, to identify yourself or explain the reason for your data request. However, depending on how you want us to process your request (if, for example, you want us to mail you copies of data), MELSA may need some information about you. In addition, please keep in mind that if MELSA does not understand your request and has no way to contact you, we will not be able to begin processing your request.
How we respond to a data request
Upon receiving your request, MELSA will work to process it.
• If MELSA does not have the data, we will notify you in writing within 10 business days.
• If MELSA has the data, but the data are not public, we will notify you as soon as reasonably possible and state which specific law says the data are not public.
• If MELSA has the data, and the data are public, we will respond to your request appropriately and promptly, within a reasonable amount of time by doing one of the following:
o Arrange a date, time, and place to inspect data, for free, if your request is to look at the data, (inspection must occur during normal business hours and at a time when staff are available); or
o Provide you with copies of the data as soon as reasonably possible. You may choose to pick up your copies, or we will mail or fax them to you. If you want MELSA to send you the copies, you will need to provide a mailing address. We will provide electronic copies upon request if we routinely retain the data in electronic format.
Information about copy charges is on page 4. MELSA will arrange for you to pre-pay for the copies.
If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please let us know. MELSA will give you an explanation if you ask.
The MGDPA does not require MELSA to create or collect new data in response to a data request if we do not already have the data, or to provide data in a specific form or arrangement if we do not keep the data in that form or arrangement (for example, if the data you request are on paper only, we are not required to create electronic documents to respond to your request). If MELSA agrees to create data in response to your request, we will work with you on the details of your request, including cost and response time.
MELSA may ask questions or request additional information in order to better process your request. If you do not respond to a request for clarification or other communication about your request, we may consider your request abandoned after a reasonable time passes.

The MGDPA does not require MELSA to answer questions that are not specific requests for data.
Requests for summary data
Summary data are statistical records or reports that are prepared by removing all identifiers from private or confidential data on individuals. The preparation of summary data is not a means to gain access to private or confidential data. MELSA will provide summary data if you make your request in writing and pre-pay for the cost of the data. MELSA is not required to create summary data, but may do so at your request and upon prepayment of the cost if it is able to. Upon receiving your written request – you may use the data request form on page 7 – we will respond within ten business days with the data or details of when the data will be ready and how much we will charge.

Data Practices Contacts

Responsible Authority
Sherry Wichitchu, Executive Director
Metropolitan Library Service Agency
1619 Dayton Avenue, Suite 314
Saint Paul, MN 55104-6276
651-300-2810/sherry@melsa.orgcreate new email

MELSA Data Practices Compliance Official
Gina Goettl, Office Manager
Metropolitan Library Service Agency
1619 Dayton Avenue, Suite 314
Saint Paul, MN 55104-6276
651-300-2815/gina@melsa.orgcreate new email

Copy Costs – Members of the Public
MELSA charges for copies of government data. These charges are authorized under Minnesota Statutes, section 13.03, subdivision 3(c).
You must pre-pay for the copies before MELSA will give them to you.

For 100 or fewer paper copies – 25 cents per page
100 or fewer pages of black and white, letter or legal-size paper copies cost 25¢ for a one-sided copy, or 50¢ for a two-sided copy.
Most other types of copies – actual cost
The charge for most other types of copies, when a charge is not set by statute or rule, is the actual cost of searching for and retrieving the data and making the copies or electronically transmitting the data (e.g. sending the data by email).
In determining the actual cost of making copies, MELSA is permitted to factor in employee time, the cost of the materials onto which we are copying the data, and mailing costs, if any. If your request is for copies of data that we cannot reproduce ourselves, such as photographs, we will charge you the actual cost we must pay an outside vendor for the copies.
If, because of the subject matter of your request, we find it necessary for a higher-paid employee to search for and retrieve the data, we will calculate the search and retrieval portion of the copy charge at the higher salary/wage.

Data Request Form – Members of the Public
Request date: ___________________

I am requesting access to data in the following way:
 Inspection *1
 Copies *2
 Both inspection and copies
1 Inspection is free and must be done during normal business hours.
2 There may be a cost for copies of data. MELSA will require you to pre-pay for copies.

These are the data I am requesting:

Describe the data you are requesting. Be as specific as possible (i.e., dates, types, names, projects, etc.).

 

We will respond to your request as soon as reasonably possible.

Contact information

Name: ______________________________________________________________________________

Address/phone number/email address: ___________________________________________________

Phone number: __________________ Email address: ____________________________________
Note: You do not have to provide any contact information. However, if you want MELSA to mail/email you copies of data, we will need some type of contact information. In addition, if we do not understand your request and need to get clarification from you, without contact information we will not be able to begin processing your request until you contact us.

Metropolitan Library Service Agency
Advisory Board Meeting Minutes
Friday, November 13, 2025
Sumner Library, Minneapolis
10:00am-12:00pm

Advisory Board Members/Representatives Present:
Anoka: Colleen Haubner             Ramsey: Pang Yang
Carver: Jodi Edstrom                   Saint Paul: Maureen Hartman
Dakota: Jen Reichert-Simpson   Scott: Jake Grussing
Hennepin: Scott Duimstra          Washington: Jacquie Kramer

Staff Present: Abigail Dillon, Kathleen James, Mona Scott, and Sherry Wichitchu

I. Call to order
Chair Edstrom called the meeting to order at 10:00am.

II. Introductions and Welcome
Rachel Riggs is attending the meeting virtually to present about World Education.

III. Consent Agenda
a) Approval of agenda
b) Approval of meeting minutes (October 3, 2025)
Motion to approve the agenda and meeting minutes by Haubner. Second by Grussing.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – aye
DCL – aye SPL – aye
Motion carried.

IV. Discussion/Action Items
a) Presentation by Rachel Riggs from World Education, a continuation of our collaborative spending discussion
Riggs presented about World Education’s two current literacy programs nationwide. The first is a national strategy funded by IMLS that involves leading a national, multi-partner project to create a research-backed framework and toolkit for all libraries. The second is through direct support and funded by the Mellon Foundation. The intent is to provide customized technical assistance and coaching to a diverse cohort of eight libraries to enhance their local services involving adult literacy. Riggs described some of the library projects, which includes the development of a digital literacy class, a class for English language learners who are job seekers, a workforce development landing page, and a career development program.
Wichitchu asked how World Education could help with MELSA’s collaborative project, and Riggs mentioned that they could do an in-depth needs assessment to come up with an action plan. They could also help provide customized technical assistance that is tailored to the specific needs of each library, which they can utilize their framework and toolkit from the IMLS project. The toolkit will roll out in the spring. It’s possible MELSA could be involved in the co-design process. World Education can offer partnership support and a connector or network.
Riggs mentioned the role of the library as a convener, and some of the library directors brought this up as a focus in their work as well.
The directors reiterated the need for autonomy and being able to customize the initiative to their own library’s needs, and not creating a new program. The idea is to enhance and expand existing efforts.
Wichitchu suggested they may need more information from World Education about their capacity for all ages of literacy and their local knowledge base. She will email Riggs and provide an update at the December meeting The group clarified that the focus for this collaborative project will be literacy, and each member library system will decide which direction they want to take this in, under the umbrella of literacy. They need help with direction and getting things off the ground.

b) Presentation by Verena Getahun from State Library Services, about recommendations for annual report changes
A couple of years ago, a change was made to the Public Library Survey about how e-resources were counted. They were separated into two separate groups: circulating e-materials (such as e-books and e-audiobooks) and electronic collections (such as databases). State Library Services is looking at the data from this survey in three areas: what the libraries are spending on their collections, the size of the collections, and then how they are being used. At the federal level, the questions that are asked about e-materials have changed to more yes or no questions and they are no longer asking about number of copies of e-materials. The question from State Library Services is whether they should make some of these changes at the state level as well.
Electronic collection usage has historically been difficult to track on a consistent basis, so State Library Services is proposing not collecting that data any longer. They would like to make the total statewide usage of eBooksMN and ELM more accessible. They would also like to broaden the reporting of e-book expenditures to include all circulating e-material expenditures. Lastly, they would like to discontinue reporting of e-resource holdings. The library directors were supportive of these changes. Getahun will report to CRPLSA about her meetings with all the regional systems and State Library Services will make changes to the report based on the feedback they have received.

c) Proposed 2026 Advisory Board meeting schedule
The proposed 2026 meeting schedule was distribute in the meeting packet.
Motion to approve the proposed 2026 Advisory Board meeting schedule by Reichert Simpson. Second by Duimstra.
All in favor signified by saying aye.
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – aye WCL – aye
DCL – aye SPL – aye
Motion carried.

V. Reports
a) Updates from CRPLSA
Wichitchu and Maggie Snow will be presenting the e-book legislation update next week at the joint board meeting.

Next week, MELSA has a new Community Relations Manager starting, and her name is Jennifer Baker.
Edstrom adjourned the meeting at 12:00pm.

MELSA Advisory Board
Friday, December 5, 2025
10am-12pm
Virtual

I. CALL TO ORDER Jodi Edstrom, Chair

II. INTRODUCTIONS AND WELCOME

III. CONSENT AGENDA
a. Approval of agenda
b. Approval of meeting minutes (November 14, 2025)

IV. DISCUSSION/ACTION ITEMS
a. Discussion of the Collection Development Team Charter Draft

b. Discussion of the Collaborative Initiative Project

c. Discussion of Equity Fund Parameters

d. Round table sharing

V. REPORTS & COMMUNICATIONS
a. Updates from CRPSLA Sherry Wichitchu, Executive Director

VI. ADJOURN

Next MELSA Advisory Board meeting:
Friday, January 9, 2026
10am-12pm
Location TBD

Metropolitan Library Service Agency
Joint Trustee Board Meeting Minutes
Thursday, September 18, 2025
Hosmer Library, Minneapolis
11:30am-1:30pm

Trustee Members Present:
Anoka: Julie Jeppson           Ramsey: not present
Carver: Matt Udermann      Saint Paul: not present
Dakota: Laurie Halverson    Scott: Jody Brennan (virtual)
Hennepin: Debbie Goettel   Washington: Michelle Clasen (virtual)

Advisory Board Members/Representatives Present:
Anoka: Colleen Haubner         Ramsey: not present
Carver: Jodi Edstrom              Saint Paul: not present
Dakota: Margaret Stone         Scott: not present
Hennepin: not present            Washington: Jacquie Kramer

Staff Present: Abigail Dillon, Gina Goettl, Kathleen James, Mona Scott, and Sherry Wichitchu

I. Call to order
Chair Halverson called the meeting to order at 11:35am.

II. Introductions and Public Comment
This is Margaret Stone’s last meeting before her retirement. Commissioners Brennan and Clasen are joining remotely due to scheduling conflicts.

III. Approval of Agenda
Motion to approve the agenda by Goettel. Second by Jeppson.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – not present RCL – not present WCL – aye
DCL – aye SPL – not present
Motion carried.

IV. Consent Agenda
a) Approval of meeting minutes from August 18, 2025
b) Approval of checks and financials
Motion to approve the meeting minutes and checks and financials by Goettel. Second by Jeppson.

Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – not present RCL – not present WCL – aye
DCL – aye SPL – not present
Motion carried.

V. Discussion/Action Items
a) Approval of the FY2024 RLBSS final payment report on results and expenditures

Regional Library Basic System Support (RLBSS) is MELSA’s primary source of revenue through a state program designed to provide support for public libraries and a base of equitable access to library services through the regional library system structure. Due to the increase in revenues allocated to systems, and a recalculation by State Library Services, there was an additional payment sent to library systems. MELSA expended approximately $177,784 in the state fiscal year 2024 due to the additional funding from this program.
Motion to approve submission of the FY2024 RLBSS final payment report to State Library Services. Motion by Jeppson. Second by Goettel.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – not present RCL – not present WCL – aye
DCL – aye SPL – not present
Motion carried.
b) Approval of the FY2025 RLBSS report on results and expenditures

Regional Library Basic System Support (RLBSS) is MELSA’s primary source of revenue through a state program designed to provide support for public libraries and a base of equitable access to library services through the regional library system structure. MELSA expended approximately $6,244,623 in the state fiscal year 2025 with funding from this program.
The narrative portion of this report (in meeting packet) provides an overview of some of the activities performed by MELSA using RLBSS support funds from July 1, 2024, through June 30, 2025. New RLBSS revenue allowed for increases in these budget areas, as requested by the library systems: the shared e-collection, funding to support library operations, library staff training, and youth services programming, among others. The expenditure report documents payments made by MELSA for RLBSS-related activities.
Motion to approve the submission of the FY2025 RLBSS report of results to State Library Services. Motion by Goettel. Second by Jeppson.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – not present RCL – not present WCL – aye
DCL – aye SPL – not present
Motion carried.
c) Approval of the FY2025 RLTA final report

The FY2025 Regional Library Telecommunications Aid (RLTA) Report covering July 1, 2024 to June 30, 2025 was distributed in the meeting packet. This report includes Priority One, internet access and data transmission costs, and Priority Two, funding to be used for E-rate eligible equipment and/or the “improvement of internet access and access to technology with items that are not e-rated, including, but not limited to, digital or online resources.”
In FY2025, the total Priority One RLTA requests for reimbursement are $156,230.50. Priority One funds are earned and distributed based on the balance of costs not reimbursed by E rate, the federal telecommunications aid program. Priority Two allocations to the regional systems are calculated with a formula using population, relative broadband access, and relative poverty. MELSA received $308,575.02 which was allocated to the member systems using a formula with base and population factors. Details of Priority Two expenditures by the systems are included in the attached report.
With information received from the member library systems MELSA will submit the report to State Library Services by the September 15, 2025 deadline.
Motion to approve submission of the FY2025 RLTA final report to State Library Services. Motion by Jeppson. Second by Goettel.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – not present RCL – not present WCL – aye
DCL – aye SPL – not present
Motion carried.
d) Approval of the FY2026 RLTA application

The FY2026 Regional Library Telecommunications Aid (RLTA) application for the period covering July 1, 2025 to June 30, 2026 was distributed in the meeting packet.
RLTA funds are distributed statewide using the following two-tier system:
Priority One category costs address internet access and data transmission between branches and are earned and distributed based on the balance of costs not reimbursed by E-rate, the federal telecommunications aid program. This application lists projected Priority 1 costs of $157,726.23 as received from the eight library systems.
Also included in the Priority One application are partial costs for hotspots for two systems totaling $32,214. Hotspots were initially eligible for E-rate funding (and as a result, RLTA) during the July 1, 2025 – June 30, 2026 funding year; however, funding is now unlikely due to pending legislative activities. As of September, State Library Services has instructed regional library systems to include these costs in FY2026 Priority One applications. (Additional instructions may be provided at a later date.)
Approval from the MELSA Board of Trustees is needed to complete the application process prior to submission to State Library Services by the October 20, 2025 deadline.
Motion to approve submission of the FY2026 RLTA Priority 1 application to State Library Services. This approval includes the authority to amend the application regarding hotspots should State Library Services issue specific instructions on that item. Motion by Jeppson. Second by Goettel.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – not present RCL – not present WCL – aye
DCL – aye SPL – not present
Motion carried.
e) Finance Committee report
(i) Proposed CY2025 budget adjustments
The MELSA Finance Committee met on September 3 to discuss proposed CY2025 budget adjustments.
Proposed adjustments were presented in the following three documents in the meeting packet: Summary of adjustments to 2025 Budget, CY2025 MELSA Budget, and 2025 LSAF Distributions with One-Time Addition.
The Committee reviewed proposed adjustments to the 2025 MELSA budget and recommends the adjusted budget, as presented, to the Board of Trustees.
Motion to approve the 2025 budget adjustments as presented. Motion by Jeppson. Second by Goettel.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – not present RCL – not present WCL – aye
DCL – aye SPL – not present
Motion carried.

VI. Reports
a) Advisory Board update
At the last Advisory Board meeting, Maureen Hartman provided an update about the City of St Paul data breach. Public Wi-Fi is still down at the libraries.
The statewide read-in event is happening on Saturday, September 20th from 11am-1pm.
Wichitchu will be meeting with World Education at the end of September as part of the Collaborative Initiative Project. The Board also approved an Adult Programming pilot program, as well as the additional OverDrive spending presented in the 2025 budget adjustments.
Udermann entered the meeting at 12:22pm.
Brennan left the meeting at 12:30pm.
b) Executive Director update
MELSA strategic planning is underway, with focus groups finishing this week. The member summit will be happening on October 20th for advisory board members, their staff, and MELSA staff. The Governing and Advisory Board workshop will be held on November 20th before the Board meeting at 10am. The final presentation of the strategic plan will be at the January meeting.
The MLA e-materials taskforce has been meeting, and Wichitchu is a co-chair of this taskforce. They are evaluating the applicability of legislation in Minnesota similar to some other states (such as Connecticut). She will provide an update after the fall conference to let the Board know about the outcome of this taskforce.
c) Round robin discussion from Advisory Board members about current issues/events at member libraries
HCL: The Southdale Library has been taken down, and outdoor restoration at the Penn Lake Library will be happening, possibly including a community garden space. In terms of security and safety, they will be re-evaluating their security plans for the public libraries and other public spaces in the county.
ACL: The library branches are now Naloxone distribution points, and it has been a very successful program so far. There will be a new library branch manager at Northtown starting on Monday. They also have a new catalog launching on Monday.
CCL: Extended access was launched at the Victoria branch (7am-10pm).
WCL: The Cottage Grove City Council approved the renovation plans for the Park Grove Library. Stafford will be their next large facilities project, starting at the end of next year.
DCL: The library will be testing out Naloxone and fentanyl testing strip vending machines (with funding assistance from the Fire Department).
Halverson adjourned the meeting at 12:53pm.

MELSA BOARD OF TRUSTEES
MEETING AGENDA

Thursday, November 20th, 2025
11:30 a.m. – 1:30 p.m.
Pleasant Hill Library, Large Meeting Room
1490 S Frontage Rd, Hastings, MN

I. CALL TO ORDER Laurie Halverson, President

II. PUBLIC COMMENT

III. APPROVAL OF AGENDA

IV. CONSENT AGENDA
A. Approval of Meeting Minutes from September 18, 2025
B. Approval of Checks and Financials

V. DISCUSSION/ACTION ITEMS

A. Finance Committee Recommendations Beth Burns, Treasurer
i. Consideration and Approval of CY2026 MELSA Final Budget
ii. Consideration of Policy for Custodial Funds Investments and Interest
B. Draft Consideration – MELSA Bylaws
C. 2026 MELSA Meeting Schedule

VI. REPORTS & INFORMATION
A. Electronic Material Legislation Presentation Maggie Snow & Sherry Wichitchu
B. Advisory Board Update Jodi Edstrom, Advisory Chair
C. Executive Director Update Sherry Wichitchu, MELSA
D. Round Robin Discussion from Advisory Board members about current issues/events at member libraries
E. Personnel Committee Report
a. Closed Session to discuss Executive Director Review and Compensation
F. Return Open Session

VII. ADJOURN

 
Next meeting
TBD January 2026

Metropolitan Library Service Agency
Advisory Board Meeting Minutes
Friday, October 3, 2025
Virtual Meeting via Teams
10:00am-12:00pm

Advisory Board Members/Representatives Present:
Anoka: Colleen Haubner           Ramsey: not present
Carver: Jodi Edstrom                 Saint Paul: Maureen Hartman
Dakota: Jennifer Reichert Simpson       Scott: Jen Schultz
Hennepin: Scott Duimstra       Washington: Jacquie Kramer

Staff Present: Abigail Dillon, Kathleen James, and Sherry Wichitchu

I. Call to order
Chair Edstrom called the meeting to order at 10:01am.

II. Introductions and Welcome
III. Consent Agenda
a) Approval of agenda
b) Approval of September 5, 2025 meeting minutes
Motion to approve the agenda and meeting minutes by Haubner. Second by Duimstra.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – not present WCL – aye
DCL – aye SPL – aye
Motion carried.

IV. Discussion/Action Items
a) Scholastic literacy initiatives and book giveaway
Duimstra is on the MLA legislative committee, and at a meeting over the summer, a representative from Scholastic Books attended and described an initiative they would like to start in Minnesota, and it involves sending books to children who meet certain criteria (similar to Dolly Parton’s Imagination Library). This was not one of MLA’s legislative priorities and HCL was unable to commit as a sponsor, so he is bringing this to MELSA to see if MELSA is interested in partnering with Scholastic on this initiative. Wichitchu mentioned some objections from State Library Services, particularly that public libraries don’t have the data on whatever criteria Scholastic would want us to use about who would get the books.

b) Rotary’s Minnesota Rally to Read
A press release was distributed in the meeting packet with more information about Minnesota’s Rally to Read. It was brought to Kramer’s attention by Commissioner Clasen, and it didn’t sound like Rotary was partnering with any libraries. Kramer was wondering if any other libraries had heard from Rotary. Some directors mentioned that this sounds like a duplication of efforts and the libraries already have their own literacy programs. This item was intended to be informational.

c) MLA legislative priorities
For the 2026 Minnesota state legislative session, MLA is actively pursuing: capital investment (increase grant cap to $2 million), education finance (a new $2.8 million annual appropriate for State Library Services to protect against anticipated federal funding loss for Minitex, eLibrary MN, MN Braille and Talking Book Library, and more), higher education (raise awareness of Minitex and the work of academic libraries within their institutions through an information hearing), commerce (efforts to ensure equitable terms and fair pricing for library eBooks), and public safety (efforts to authorize local governmental units to prohibit or restrict possession of dangerous weapons, ammunition, or explosives in public facilities, including public libraries). These items will be brought to the MLA membership meeting next week for final approval.

d) Adult Programming 2026 pilot guidelines
Following the Advisory Board and Board of Trustee approval of funds, the Adult Programming team met to review potential guidelines. The proposed guidelines are included in the meeting packet for Advisory Board review and approval. The team also requests that in November 2025, the Board of Trustees approves the Adult Programming pilot funding as an assignment of the fund balance for use in 2026. There was some discussion about changing the threshold from 5 to 10 percent for supporting expenses, given the small amount of the pilot funds. Wichitchu mentioned that since this is a pilot year, MELSA will be more forgiving on the requirements and learn from this year. It was mentioned that perhaps in the future, JSB funds could be combined with Adult Programming funds to make the funds more flexible. It was agreed that this will be discussed in the future.
Motion to approve the Adult Programming Funds Guidelines by Haubner. Second by Schultz.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – not present WCL – aye
DCL – aye SPL – aye
Motion carried.

e) Collection Development 2026 strategy proposal
At the request of the Advisory Board, the Collection Development Team came up with three areas to assist with holds management. One has already been implemented at the end of July: that MELSA would prioritize titles for the weekly holds budget that are owned by an advantage library, unowned on the consortium level, within our weeding standards, and over the 10:1 holds ratio. The team also decided to retain the loan period of 21 days and retain the number of checkouts at 15. The team proposed that the holds limit should be decreased from 15 to 8.
Hartman mentioned that she would like to see a finalized charter for the Collection Development team. Dillon mentioned that the team also discussed this and would like more direction from the Advisory Board. There was discussion that it has been very difficult to come up with a charter for this team. It was suggested that it may be helpful to bring a facilitator in to work with the Advisory Board and the Collection Development team on the charter.
Motion to approve reducing the OverDrive holds limit in 2026 to 8 holds, a change to be implemented after proper communication to our user base. Motion by Haubner. Second by Duimstra.
Roll call vote:
ACL – aye HCL – aye SCL – aye
CCL – aye RCL – not present WCL – aye
DCL – aye SPL – nay
Motion carried.

f) Collection Development additional measures
The team talked about using Lucky Day more widely, and also the possibility of changing OverDrive borrower authentication to only MELSA or only counties/city of residency. The team will need permission from the Advisory Board before it can continue the borrower authentication conversation.
Borrower authentication was discussed at the CRPLSA meeting, and Wichitchu said that the directors would be fine with ending statewide reciprocity, but there are a few things to consider, including pushback from patrons outside of MELSA, possible e-book legislation that will need statewide support, Minitex’s One Card Minnesota project, and the possibility of creating a cooperative system across the state through OverDrive. Some directors were not supportive of restricting access to Minnesota residents outside of MELSA. Duimstra would like to get more data about how many people have access to the MELSA collection outside of the metro area, and the other directors agreed. The Collection Development team will gather that data (cardholders outside of the metro area, and the amount this population is circulating/financial impact) to be brought to the Advisory Board, as well as checking the OverDrive contract to see if there is anything within it that limits access to those who live outside of the service area. The Advisory Board is also in agreement with having the Collection Development team exploring the Lucky Day option.

 
g) E-Materials Task Force
Wichitchu recommended having the task force reconvene for a discussion on the charter before a facilitator is brought in, and then a special meeting of the Advisory Board can be called so the directors could discuss the charter. The group agreed that the task force would meet first with Wichitchu, and then a special meeting will be planned with the Advisory Board.

h) Round table sharing – tabled

V. Reports
a) Jobs and Small Business report
There has been ongoing discussion with JSB group about offering generative AI classes. In the past, MELSA has not contracted for these types of classes, but they have reimbursed systems if they decided to offer these classes. In the summer of 2025, MELSA determined that it would have no over-arching policy when it came to generative AI, so the team discussed this issue. They decided to include generative AI classes selected by libraries from our vetted, regional vendors in our regional JSB contracts.

b) Collaborative initiative update
Wichitchu met with Rachel Riggs from World Education at the end of September to explore their experience in developing library-based literacy initiatives. Riggs provided information about an IMLS grant and an ALA/Mellon Foundation grant. She thought the model they used could be adapted for a similar project with MELSA, and Wichitchu invited her to be the featured presenter at the November 14th Advisory Board meeting. She will expand on the program’s structure and provide practice, real-life case studies of the libraries they are currently partnering with.

c) Executive Director update
The Executive Director report was distributed in the meeting packet. Highlights include legal reference training for staff and the public, the bonding spreadsheet and a request for directors to update their construction needs for 2026. MELSA strategic planning is underway, focus groups have concluded, and the member summit is happening on October 20th. There were many updates from the recent CRPLSA meeting.

Edstrom adjourned the meeting at 12:05pm.

MELSA Advisory Board

Friday, November 14, 2025

10am-12pm

Sumner Library, Large Meeting Room 3

611 Van White Memorial Blvd, Minneapolis, MN

1. CALL TO ORDER                                                             Jodi Edstrom, Chair
2. INTRODUCTIONS AND WELCOME
3. CONSENT AGENDA
   1. Approval of agenda
   2. Approval of meeting minutes (October 3, 2025)
4. DISCUSSION/ACTION ITEMS
   1. Presentation by Rachel Riggs from World Education, a continuation of our collaborative spending discussion (1 hour)
   2. Presentation by Verena Getahun from State Library Services, about recommendations for annual report changes (30 minutes)
   3. Proposed 2026 Advisory Board meeting schedule
   4. Round table sharing

V. REPORTS & COMMUNICATIONS

1. 1. Updates from CRPSLA Sherry Wichitchu, Executive Director

VI. ADJOURN

Next MELSA Advisory Board meeting:

Friday, December 5, 2025
10am-12pm
Virtual via Teams

Job Title: Business Manager
Reports To: Executive Director
FLSA Status: W-2, Exempt
Hours: Full-time
Location: Hybrid (Remote + Onsite at MELSA, office and consortium locations)
Salary Range: $81,442 – $127,253 Annually
Close Date: open until filled; Send cover letter and resume to sherry@melsa.orgcreate new email

About MELSA:

The Metropolitan Library Service Agency (MELSA) is a regional consortium of eight public library systems serving the Twin Cities metro area. MELSA fosters a workplace culture grounded in equity, integrity, and respect. We work collaboratively to expand access, share resources, and support innovation across libraries in Anoka, Carver, Dakota, Hennepin, Ramsey, Scott, and Washington counties. Through cooperative services, equity-driven programs, and professional development, MELSA strengthens communities through learning, connection, and discovery.

Position Summary:

MELSA is a small, collaborative team of 6 full-time staff members, where the Business Manager serves as a strategic and singular financial leader, managing and executing all of MELSA’s finance and employee benefit systems. This role ensures fiscal responsibility, governmental compliance, and organizational alignment while advancing MELSA’s mission through equitable practices, transparent processes, and collaborative excellence. Ideal candidates are strategic thinkers with a commitment to collaborative teamwork and big-picture thinking, dedicated to ensuring operational excellence and long-term sustainability.

Key Responsibilities:

Financial Management & Accounting

• Solely responsible for the end-to-end execution of all accounting functions, including the general ledger, journal entries, disbursements, and receipts, functioning as the organization’s dedicated finance professional
• Prepare monthly financial statements, forecasts, and custom reports as needed
• Oversee cash flow and manage short-term investment strategies
• Lead the annual budgeting process and monitor financial performance throughout the year
• Manage vendor contracts, insurance needs, and payments to member libraries

Audit & Compliance

• Coordinate the annual financial audit, including preparation of schedules and documentation
• Serve as primary contact for external auditors; address audit findings and implement recommendations
• Ensure compliance with applicable financial regulations, GASB standards, and internal policies

Grants & Program Reporting

• Track expenditures for grant-funded programs and support reporting requirements
• Prepare required documentation for RLBSS and other state/local funding sources
• Assist the Executive Director, Governing and Advisory Boards, member library systems, and staff with financial reporting and decision-making documents
• Coordinate E-rate and RLTA documentation, filings, and compliance

Payroll & Employee Administration

• Process semimonthly payroll and maintain accurate employee records, serving as the sole internal resource for payroll and benefits administration in coordination with external partners
• Support the updating and maintenance of personnel policies and compliance documents

Administrative & Strategic Support

• Assist in developing and maintaining MELSA’s internal policies and procedures
• Contribute to strategic planning processes and financial modeling
• Facilitate assigned MELSA Team and Interest Group meetings and initiatives

Qualifications, Skills, and Abilities:

• Bachelor’s degree in Accounting, Finance, or related field and a minimum of 5 -7 years of accounting and business or finance experience required.
• Proficiency in GAAP, GASB, and public sector accounting standards
• Proven ability to successfully manage projects from inception through completion, including grant funding oversight
• Strong financial reporting, budgeting, and audit coordination skills
• Familiarity with payroll systems and employee benefits administration

• Skilled in financial software such as Sage 50 Premium Accounting or similar platforms
• Demonstrated ability in strategic forecasting and financial planning
• Knowledge of E-rate/RLTA programs and grant compliance, Minnesota library structure and funding
• Excellent written and verbal communication skills
• Capable of cross-functional collaboration and vendor coordination
• Proven capacity to thrive as a highly autonomous, self-directed professional who consistently meets project deadlines with meticulous attention to detail
• Ability to foster a respectful, inclusive, and collaborative workplace

Benefits Package

MELSA offers a comprehensive benefits package designed to support employee well-being, work-life balance, and professional growth. Benefits include:

• Health, dental, and vision insurance
• Pension retirement plan
• Generous paid time off and holidays
• Flexible remote work environment
• Professional development and continuing education
• Life and disability insurance

MELSA is an Equal Opportunity Employer and encourages applicants from diverse backgrounds.